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SAP PR/PO RELEASE STRATEGY DOCUMENT

SAP PR/PO
RELEASE STRATEGY DOCUMENT

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By

Shivansh Solutions Private Limited

Version V1.0

Prepared

By

Himanshu Salathia
SAP Technical Consultant

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SAP PR/PO RELEASE STRATEGY DOCUMENT

Contents
1. Introduction ................................................................................................................................................................. 3
1.1. Background .......................................................................................................................................................... 3
1.2. About SAP PR/PO Release Strategy...................................................................................................................... 3
2. Release Procedure ....................................................................................................................................................... 3
2.1. First Step is to setup RELEASE STRATEGY through Customizing. ......................................................................... 3
2.2. Next is to configure/develop SAP Business Workflows for this process. ............................................................ 3

2.3. While creating a PR/PO, press the check button on toolbar to .................................................................... 3
2.4. Approval process initiates and a notification via email is triggered .................................................................... 4
2.5. User receives a notification in his/her external mailbox if his/her ...................................................................... 4
2.6. By default, the user also receives the notification in his/her SAP Business ........................................................ 5
2.7. At this point of time, user has the option to make decision from his/her SAP Inbox as well as the external mail
id. 5
2.7.1. If user wants to make decision from external mail id, he/she has to choose from APPROVE or
REJECT. On clicking the hyperlink, a new mail with subject and recipient is automatically shown on the screen.
User just has to hit send button. User has to make sure that he/she does not change the subject or recipient in
any situation otherwise an anomaly can occur in approval process. .......................................................................... 6
2.7.2. If user wants to make decision from SAP Inbox, he/she has to execute that work item by double clicking
on it. It will open the release screen where the user can release or reject the document. ........................................ 7
2.8. Once the user has made his/her decision, a mail is sent to the initiator/creator of the document intimating
him/her of the users decision. If an external mail id is maintained in initiators user master, an external mail is sent
else mail is sent to his/her SAP Business Workplace. ...................................................................................................... 8
2.9. Another notification is sent to the next user in release strategy. ........................................................................ 9
2.10. Once all the users in the release procedure have approved the document, the release indicator of the
document gets changed and the whole document gets approved. ................................................................................ 9

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SAP PR/PO RELEASE STRATEGY DOCUMENT

1. Introduction
1.1. Background
If in an organization, SAP PR/PO documents are released manually without an automatic notification,
this makes the process time consuming. Accordingly this document focuses on the automation of this
process in SAP using PR/PO Release Procedure via Workflows. This document talks about release
strategy for PR/PO and how it is triggered and acted upon.

1.2. About SAP PR/PO Release Strategy

This component fulfills the release procedure for PR/PO with following features:
Authority control over PR and PO
Automatic notification for approval process
Automatic notification to initiator about users action
Release process up to 8 levels.

2. Release Procedure

2.1. First Step is to setup RELEASE STRATEGY through Customizing.

2.2. Next is to configure/develop SAP Business Workflows for this process.
2.3. While creating a PR/PO, press the check button on toolbar to
activate release strategy if the values satisfy any release strategys
classification. Save the document to start the approval process.

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2.4. Approval process initiates and a notification via email is triggered

to the first processor.

2.5. User receives a notification in his/her external mailbox if his/her

mail id is maintained in user master.

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2.6. By default, the user also receives the notification in his/her SAP Business
Workplace(SBWP).

2.7. At this point of time, user has the option to make decision from his/her
SAP Inbox as well as the external mail id.

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SAP PR/PO RELEASE STRATEGY DOCUMENT

2.7.1. If user wants to make decision from external mail id, he/she has to choose from
APPROVE or REJECT. On clicking the hyperlink, a new mail with subject and
recipient is automatically shown on the screen. User just has to hit send button. User
has to make sure that he/she does not change the subject or recipient in any situation
otherwise an anomaly can occur in approval process.

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2.7.1.1. A confirmation mail is sent to the user by the system.

2.7.2. If user wants to make decision from SAP Inbox, he/she has to execute that work item
by double clicking on it. It will open the release screen where the user can release or
reject the document.

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2.8. Once the user has made his/her decision, a mail is sent to the
initiator/creator of the document intimating him/her of the users
decision. If an external mail id is maintained in initiators user master, an
external mail is sent else mail is sent to his/her SAP Business Workplace.

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2.9. Another notification is sent to the next user in release strategy.

2.10. Once all the users in the release procedure have approved the document,
the release indicator of the document gets changed and the whole
document gets approved.

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